The Center for Population Health Sciences (PHS) is a newly formed Center. PHS brings together scientists and physicians from across the university and its medical institutions to leverage population-level evidence to revolutionize care at the bedside and to improve the overall health of society. PHS is seeking an Administrative Associate 3 to manage administrative operations. With limited consultation, the AA will be primarily responsible for:
Identifying and implementing administrative systems and processes that improve the overall efficiency of PHS. As a new center, this is a particularly important task.
Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Managing, with limited supervision, the administrative and logistical aspects of a sub-set of research and educational events, activities, and meetings. This would involve:
oSecuring the venue
oDeveloping/managing registration site
oCoordinating production of materials
oEvaluating the event
oSecuring and organizing speaker materials
oArranging for AV support
Managing PHS calendar/scheduling. PHS is an interdisciplinary center, engaging diverse partners across the globe. The volume and diversity of partners adds to the complexity of planning and scheduling the PHS calendar. The AA must be able to independently prioritize meetings and resolve scheduling conflicts; requires outstanding judgement and people skills. As the front face of PHS, the AA needs to be gracious, diplomatic, and tactful at all times.
Processing expenses, reconciling budget statements, and identifying/resolving discrepancies.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
* - Other duties may also be assigned
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Advanced computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, and assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.
CERTIFICATIONS & LICENSES:
Constantly perform desk-based computer tasks.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.